Pace University Transforms Workforce Management Processes

Founded in 1906, Pace University has campuses in New York City and Westchester County, New York, enrolling almost 13,000 students in bachelor’s, master’s, and doctoral programs in its College of Health Professions, Dyson College of Arts and Sciences, Lubin School of Business, School of Education, School of Law, and Seidenberg School of Computer Science and Information Systems. Academic experiences at Pace emphasize teaching from both a practical and theoretical perspective, drawing on the expertise of full-time and adjunct faculty members who balance academic preparation with professional experience to bring a unique dynamic to the classroom.

Their Story

Pace University used a time-consuming manual timekeeping process for all nonexempt employees, including student employees, who represent about half of the workforce. The process took well over a week as timesheets moved from one department to another for approval, calculation, recalculation, and data entry. Overtime rule miscalculations by department managers resulted in overtime overpayments. Incorrect leave calculations often made leave balances inaccurate. Leave liability was difficult to calculate, and audits required rummaging through timecards stored in a dorm basement.

Interested in leaving manual processes behind, Pace University selected a Kronos automated workforce management solution that has streamlined payroll processing, improved compliance with pay and work rules, reduced overtime expenditures, and provided accurate leave balances and fast leave liability reporting.

Manual timekeeping resulted in OVERTIME OVERPAYMENTS and INACCURATE LEAVE BALANCES.
 

Their Situation

• Department managers spent days reviewing paper timesheets and calculating employee time and overtime — often incorrectly — before three payroll employees spent two days recalculating and entering data, a time-consuming process that could delay bimonthly paychecks
• Manager misinterpretations of overtime rules resulted in payment of unearned overtime
• Incorrect leave calculations — posted on paper timesheets — created inflated leave balances
• Figuring leave liability required reviewing boxes of paper timesheets, an arduous, labor-intensive task
• Tracking student-employee time worked in multiple positions was difficult and sometimes inaccurate, leading to overpayments

Our Solution

An automated Kronos workforce management solution provides accurate, real-time workforce information to increase productivity, better control labor costs, and improve compliance

• Improved oversight of leave-taking and liability: With the university’s pay rules built into the Kronos solution, payroll calculations are done automatically and correctly after managers approve employee time
   
• Correct calculations bring overtime savings: Using special queries, overtime is tracked by department to see trends and patterns eliminated any unearned overtime based on incorrect calculations.
   
• Payroll processing time dramatically reduced: Payroll employees save two days of data entry every pay period, giving them time to analyze payroll and spot overtime trends. Overtime rules are applied correctly in the solution, eliminating significant unearned overtime
   
• Automated solution correctly applies pay and work rules: Leave time is accurately tracked and accrued in the solution, so employees take only leave time earned, and leave-liability audit reports are available in just minutes
   
• Student workers track time to multiple jobs: Multiple jobs functionality simplifies accurate tracking of student-employee time worked in multiple positions and eliminates overpayments, while the functionality also supports tracking labor to specific grants and budgets